Editing Community Data Science Workshops (Core)/Planning Checklist

{{Template:CDSW Header}}

== Planning/Announcement ==
=== Registration ===

* '''(Done SP2016)''' Create new Google drive folder and invite people that work on it
* '''(Done SP2016)''' Copy registration pages from both participants and mentors
** Read through and tweak details and dates

=== Wiki ===

* '''(Done SP2016)''' Create a basic page like [[Community Data Science Workshops (Spring 2016)]] based on the pre-release version in the history from the most recent workshops linked from [[Community Data Science Workshops]].
** '''(Done SP2016)''' Search/replace year and season
** '''(Done SP2016)''' Search/replace the month and day
** '''(Done SP2016)''' Update registration links to the new Google Forms
* '''(Done SP2016)''' Add link to page to the new subpage from the [[Community Data Science Workshops]] page
* '''(Done SP2016)''' Create redirect like [[CDSW Spring 2016]] to point to the new page
* '''(Done SP2016)''' Update [[Template:Banner]] to a live version

=== Announcements ===

* '''(Done SP2016)''' Create/copy a new announcements document in the shared Google Drive folder
* Send announcements
* Write blog posts on CDSC blog
* '''(Done SP2016)''' Tweet, send on social media, etc.

=== Funding and Rooms ===

* '''(Done SP2016)''' Contact someone at [http://escience.washington.edu/ eScience] to help cover funding for food
** '''(Done SP2016)''' Mako has contacted Bill Howe in the past
* '''(Done SP2016)''' Contact somebody at the Department of Communication to cover drinks
** '''(Done SP2016)''' Mako has contacted David Domke in the Department of Communication
* '''(Done SP2016)''' Decide on for morning lectures (e.g., the Ooedgard ALC or SAV)
* Contact someone at Odegaard/UW libraries about the [https://www.lib.washington.edu/ougl/learning-spaces/active-learning-classrooms Active Learning Classrooms] (that link includes both a schedule online and a page to request the room). Our contacts in the libraries are Jennifer S. Muilenburg <jmuil@uw.edu> (data management librarian) and Susie Cummings <cummin2@uw.edu> (who helps manage the ALC)
* '''(Done SP2016)''' Decide on and find rooms for afternoon sessions (e.g., UW Research Commons or the Communications (CMU) Building or something else
** For registering things in CMU managed by the Department of Communication, use the [http://www.com.washington.edu/facultystaff/technology/rooms/ links on the right sidebar of this page]
** For registering classrooms managed centrally, go through the [https://depts.washington.edu/registra/RATS/guidelines.php UW Classroom Assignment Office]
** For registering the research commons, we should go through the Research Commons Librarian and/or through Jennifer (email above)

== Food ==

* Coffee at etc at HUB: place an order the day before if possible. Need a couple people to carry 3 coffee (2 blonde; 2 medium), 40 cups, 1 large cup of half and half, other misc stuff. Need napkins as it always gets messy.
* Session 1: Pizza from Jet City Pizza (*PHONE NUMBER (206) 525-2225? verify with mako/jmo*) for X vegetarian pizza, Y vegan pizza, Z, gluten free pizza, A vegan/gluten free pizza. A little bit of salad. Always ask for plates and napkins (otherwise they may not bring them).

:*  4 '''-> next time 2''' Large Gluten Free cheese
:*  1 Large Gluten Free Pineapple
:*  3 '''-> next time 1''' Large Gluten Free (Sauce & Non Dairy Cheese)
:*  1 Large Gluten Free (onions, mushrooms, black olives & non dairy Cheese (no sauce))
:*  2 '''-> next time 1''' Large sauce & nondairy cheese
:*  10 Large Cheese pizzas
:*  5 Large spicy peppers
:*  2 ''' -> next time 3''' large Green Pepper/ Onions
:*  2 '''-> next time 3''' Large Pineapple/ Oranges
:*  2 Large Pineapple
:*  1 Large Onions/ Tomatoes
:*  1 '''-> next time 2''' Large Mushroom/Spinach
:*  2 Large Black Olives/ Mushroom
:*  7 '''-> next time 4''' Family Size Salads (Dressing on side): '''bring a big bowl next time''' so that it's less messy when serving.

* Session 2: Indian food from Jewel of India at (*PHONE NUMBER (206) 523-5275? verify with mako) for 4 vegetarian dishes, naan, and rice at $12/person for 67 people ($800) -> ordered 75 people in Spring 2016 and it was just enough - 80 should be perfect? Ask for plates, utensils, napkins, utensils, and serving spoons!

* Session 3: Greek food from Maria Savranakis(email at glikifoni@gmail.com):

: vegetarian food for 65 people. $11 per person for vegetarian food, delivery, taxes, paper
plates, napkins and plastic ware.

: - Spanakopita
: - Veggie dolmathes
: - Hummus and pita
: - Greek salad
: - Vegetarian Souvlaki- skewers of marinated vegetables.
: - Rice
: - Oven baked potatoes in olive oil, garlic and oregano avaliable

== Session 0 & 1 Preparation ==

* '''(Done SP2016)''' [https://itconnect.uw.edu/connect/email/mailman/ Create new mailing lists] (requires UW ID) at UW like cdsw-sp2016-attendees@uw.edu and cdsw-sp2016-mentors@uw.edu
* Add people who are accepted to the cdsw-sp2016-attendees@uw.edu mailing list
* Add people who are accepted to the cdsw-sp2016-mentors@uw.edu mailing list
* Email attendees ''individually'' to tell them they were accepted, and have them check the mailing list to make sure they are gettingupdates
* Create new wikipages for the new data
* Check the CodeAcademy lessons to make sure they are up
* Check the documentation for installation to make sure things work
* Try out Anaconda installation
* Email all the mentors to see if there's anybody they would like to have brought in off the waitlist
* Draft/update acceptance email
* Draft/update waitlist email
* Send accept email! :-)
* Send waitlist email :-(

[[Category:CDSW]]

== Session 2 Preparation ==
 *Send attendee reminder announcement out with survey
*Prepare feedback survey
*Update the wiki - are tutorials up to snuff? 
*Check supporting resources are still working as expected (e.g. signing up for Twitter API; Tweepy; PlaceKitten;) 
*Verify workshop leaders and instigators for afternoon workshops